What are the responsibilities and job description for the Tenant Services Representative position at JLL?
The Tenant Services Representative (TSR) plays a key role in ensuring tenant satisfaction and maintaining strong relationships between the property management team and our tenants.
The TSR position is based on-site. *Local market requirements may vary slightly.
WHAT YOU'LL BE DOING
Client/Tenant Services:
* Maintain positive and professional relationships with tenants by providing superior customer service.
* Prepare high-quality tenant memos and correspondence as directed by the Manager.
* Provide coverage at the reception desk, greet visitors, and assist with customer service requests.
* Serve as a liaison between tenants and building engineers, security, housekeeping, and vendors.
* Monitor tenant work orders and follow up to ensure timely completion.
* Coordinate tenant meetings, trainings, and events.
* Facilitate tenant move-ins/move-outs by coordinating arrangements, notifications, and insurance requirements.
* Prepare electronic tenant newsletters, and daily security and janitorial reports.
* Manage tenant access cards activation and deactivation.
Administrative:
* Provide direct administrative support to Managers and Chief Engineer.
* Ensure accurate and compliant certificates of insurance for tenants and contractors.
* Regularly check and respond to emails, including tenant service requests.
* Maintain regular contact with maintenance staff to ensure common areas are well-maintained.
* Support Management Audits by preparing files and records annually.
* Sort, organize, and distribute incoming mail, and prepare outgoing mail and packages.
* Type general correspondence and memos, and prepare large mailings.
* Create and maintain organized filing systems.
* Update employee, clients, and tenant contact databases.
* Prepare reports for distribution.
* Organize conference room reservations.
* Assist in organizing department lunches, meetings, events, and business travel.
* Participate in creating and implementing property and employee manuals and handbooks.
* Assist Chief Engineer in meeting Operations Audit criteria.
* Handle ad hoc administrative requests.
Financial:
* Process accounts payable, including coding invoices and tenant billing.
* Obtain completed W-9 forms from vendors.
* Assist team members with property budget preparation.
* Prepare manual adjustment forms for tenant service requests.
* Assist with new vendor set-up process if needed.
* Support the management team with monthly financial reporting requirements.
Operations:
* Ensure accurate tenant contact information in building systems.
* Coordinate access for vendors.
* Schedule materials to be moved into or out of the property.
* Update assigned sections of the property's emergency preparedness website.
* Assist in planning an annual safety warden meeting and updating emergency procedures and documentation.
* Maintain hard copy and electronic files of contracts for contractors and vendors, track contract expiration, and facilitate renewals.
Miscellaneous:
* Perform any other duties and tasks assigned to ensure organizational excellence at the property.
WHAT YOU BRING TO THE TABLE
Education/Training:
* High School Diploma - Bachelor's degree preferred
* Commercial real estate experience is a plus.
Years of relevant experience:
* Less than 1 year of experience/entry level
Skills and knowledge:
* Advanced oral and written communication skills, including the ability to speak effectively before small groups of tenants or employees.
* Ability to read and interpret documents accurately.
* Strong attention to detail.
Other abilities:
* Typing speed of at least 65 words per minute with 90% accuracy.
* Proficient knowledge of Microsoft Office/Suite. Willingness to learn and become proficient in other standard software programs used by JLL or the client. Knowledge of Cash, Yardi, and 4sight is preferred.
Physical work requirements and work conditions:
In compliance with the Americans with Disabilities Act (ADA), the TSR's responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:
o Sitting for long periods of time.
o Frequently standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
o Reading video display terminals, order forms, and other written documents.
o Lifting a minimum of thirty-five (35) pounds.
o Using and accessing stairwells during emergencies.
o Using keyboards for typing and computer input.
o Hearing, speaking, and answering the office telephone system.
Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the role.
WHAT'S IN IT FOR YOU
* Join an industry leader and shape the future of commercial real estate.
* Deep investment in cutting-edge technology to power your work.
* Comprehensive and competitive benefits plan
* A supportive, caring and diverse work environment designed for your growth and well-being.
* A platform to make a meaningful impact on the community and the environment through our sustainability initiatives.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
The TSR position is based on-site. *Local market requirements may vary slightly.
WHAT YOU'LL BE DOING
Client/Tenant Services:
* Maintain positive and professional relationships with tenants by providing superior customer service.
* Prepare high-quality tenant memos and correspondence as directed by the Manager.
* Provide coverage at the reception desk, greet visitors, and assist with customer service requests.
* Serve as a liaison between tenants and building engineers, security, housekeeping, and vendors.
* Monitor tenant work orders and follow up to ensure timely completion.
* Coordinate tenant meetings, trainings, and events.
* Facilitate tenant move-ins/move-outs by coordinating arrangements, notifications, and insurance requirements.
* Prepare electronic tenant newsletters, and daily security and janitorial reports.
* Manage tenant access cards activation and deactivation.
Administrative:
* Provide direct administrative support to Managers and Chief Engineer.
* Ensure accurate and compliant certificates of insurance for tenants and contractors.
* Regularly check and respond to emails, including tenant service requests.
* Maintain regular contact with maintenance staff to ensure common areas are well-maintained.
* Support Management Audits by preparing files and records annually.
* Sort, organize, and distribute incoming mail, and prepare outgoing mail and packages.
* Type general correspondence and memos, and prepare large mailings.
* Create and maintain organized filing systems.
* Update employee, clients, and tenant contact databases.
* Prepare reports for distribution.
* Organize conference room reservations.
* Assist in organizing department lunches, meetings, events, and business travel.
* Participate in creating and implementing property and employee manuals and handbooks.
* Assist Chief Engineer in meeting Operations Audit criteria.
* Handle ad hoc administrative requests.
Financial:
* Process accounts payable, including coding invoices and tenant billing.
* Obtain completed W-9 forms from vendors.
* Assist team members with property budget preparation.
* Prepare manual adjustment forms for tenant service requests.
* Assist with new vendor set-up process if needed.
* Support the management team with monthly financial reporting requirements.
Operations:
* Ensure accurate tenant contact information in building systems.
* Coordinate access for vendors.
* Schedule materials to be moved into or out of the property.
* Update assigned sections of the property's emergency preparedness website.
* Assist in planning an annual safety warden meeting and updating emergency procedures and documentation.
* Maintain hard copy and electronic files of contracts for contractors and vendors, track contract expiration, and facilitate renewals.
Miscellaneous:
* Perform any other duties and tasks assigned to ensure organizational excellence at the property.
WHAT YOU BRING TO THE TABLE
Education/Training:
* High School Diploma - Bachelor's degree preferred
* Commercial real estate experience is a plus.
Years of relevant experience:
* Less than 1 year of experience/entry level
Skills and knowledge:
* Advanced oral and written communication skills, including the ability to speak effectively before small groups of tenants or employees.
* Ability to read and interpret documents accurately.
* Strong attention to detail.
Other abilities:
* Typing speed of at least 65 words per minute with 90% accuracy.
* Proficient knowledge of Microsoft Office/Suite. Willingness to learn and become proficient in other standard software programs used by JLL or the client. Knowledge of Cash, Yardi, and 4sight is preferred.
Physical work requirements and work conditions:
In compliance with the Americans with Disabilities Act (ADA), the TSR's responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:
o Sitting for long periods of time.
o Frequently standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
o Reading video display terminals, order forms, and other written documents.
o Lifting a minimum of thirty-five (35) pounds.
o Using and accessing stairwells during emergencies.
o Using keyboards for typing and computer input.
o Hearing, speaking, and answering the office telephone system.
Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the role.
WHAT'S IN IT FOR YOU
* Join an industry leader and shape the future of commercial real estate.
* Deep investment in cutting-edge technology to power your work.
* Comprehensive and competitive benefits plan
* A supportive, caring and diverse work environment designed for your growth and well-being.
* A platform to make a meaningful impact on the community and the environment through our sustainability initiatives.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
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